Conference & Event Planner

ZipRecruiter; Ontario; On-site; CAD 50,000 - 65,000; Full time

Job summary

A premier residential destination is seeking a detail-driven Conference & Event Planner. This role involves planning corporate events and requires strong project management and communication skills. The ideal candidate will ensure seamless experiences for clients, managing logistics from start to finish.

Qualifications

• 3-5 years in conference services planning.
• Experience in hospitality at hotels or resorts.

Responsibilities

• Coordinates logistics for all assigned meetings and events.
• Prepares Conference Event Orders and ensures timely distribution.
• Manages multiple complex events simultaneously.

Skills

Communication

Organizational Skills

Customer Service

Project Management

Education

High School Graduate

College or University Degree

Tools

Delphi

Microsoft Office

Job description

Job Description

Position Summary

The Kingbridge Centre is a premier residential destination renowned for hosting off-site meetings, learning, and leadership development, providing guests with an optimal environment for collaboration and transformative change. Additionally, the nature-based campus serves as an ideal oasis for relaxing weekend getaways, perfect for families, friends, or colleagues seeking a peaceful and rejuvenating escape.

We are seeking a seasoned and detail-driven Conference & Event Planner to join our team. The ideal candidate will have a proven track record in planning and executing corporate events, special functions, and social gatherings with precision and professionalism. As approximately 90% of the role focuses on serving corporate clientele, a deep understanding of their unique expectations and business needs is essential. The ideal candidate will excel at designing and delivering seamless, impactful conference experiences that align with corporate goals and branding. This role requires excellent project management and communication skills, with a focus on delivering seamless, high-quality experiences for our clients. The successful candidate will be adept at managing multiple complex events simultaneously, liaising with internal teams and external stakeholders, maintaining strong client relationships, and ensuring every detail is executed to perfection from concept to completion.

Essential Duties and Responsibilities:

• Coordinates all logistics for all assigned meetings and events at the centre starting with the initial inquiry to completion of billing and thank you letter and materials.
• Prepares Conference Event Orders in Delphi for all functions and ensures distribution to all relevant departments in a timely manner.
• Responsible for ensuring accurate files – daily, weekly and monthly.
• Maintains accurate notes in Delphi keeping all relevant departments up to date with booking changes.
• Coordination of all event details including meeting room set-up, meal and dietary requirements, audio-visual requirements, guest room accommodations (if required) and billing details.
• Responds in timely manner to all phone calls, e-mails and written correspondence.
• Meet and greet with assigned clients on arrival day and minimum 3 times a day during their stay.
• Manages attrition and cancellation of clients prior to first day of event and during event.
• Ensures that clients receive documents on a timely basis.
• Ensures that clients sign all Conference Event Orders prior to event start date.
• Ensure that clients sign off on bills before they depart on their last day of event.
• Coordinate all VIP and Room Drop amenities for groups.
• Ensures last minute changes are communicated to all appropriate departments and updates Delphi when necessary.
• Coordinates all rooming list requirements/changes and provides documentation to front desk.
• Coordinates special requests (centerpieces etc) through outside vendors when necessary and ensures proper mark-up.
• May conduct client welcome meetings letting participants know general information about Kingbridge.
• Provides clients with information about surrounding areas and activities.
• Ensures polices, guarantees and terms and conditions are met for all functions.
• Attend internal daily 10AM CEO meetings to review with departments Conference Event Orders.
• Attend weekly internal distribution meeting to review with departments upcoming client events.
• Conduct pre conference meetings with clients.
• Conduct post conference meetings with clients.
• Conduct internal pre/post conference meetings with Kingbridge staff to prepare for client events.
• All other duties as required by the General Manager.

Specifications/Qualifications:

• High School Graduate, college or university degree an asset.
• Minimum three-five years’ experience in a conference services planning position.
• Three years hospitality experience in a hotel, resort or conference centre.
• Excellent communication skills both verbal and written.
• Strong organizational skills with the ability to prioritize and multi-task.
• Exceptionally strong customer service skills.
• Strong understanding of the needs of corporate clientele.
• Technical knowledge of audio visual and conference set-ups.
• Exceptionally strong computer skills including Microsoft Office.
• Previous experience with a catering software system required; preferably Delphi.

Working Conditions:

• This position is required to work on-site at The Kingbridge Centre and is not a remote role.
• Work is primarily conducted indoors, with occasional outdoor responsibilities at locations such as the ropes course, pool, or pond patio.
• Work hours vary depending on client meetings and event schedules. This means the job requires working during the week, on weekends, early mornings or evenings when required and is based on business demands.
• This role does not involve exposure to chemicals or hazardous materials.